Having user-driven tools that allow you to maintain control, check for, and prevent errors to produce accurate information

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1 If You re not Automating Now, You ll Fall Behind Later Today s Top Practices in HR Automation by: Patti Mascone By now, the advantages of automation are well known. When tackling recordkeeping or number crunching, very few of us have to be talked into using technology. And when considering how to find or disseminate information, the Internet puts information at our fingertips. Still, many of us are hesitant to take full advantage of office automation tools. We worry systems won t do the things we want them to do, information may be lost, software will become obsolete or incompatible, or an upgrade installation will bring headaches. On top of that, HR professionals are serving internal customers, while ensuring these processes comply with regulations. The outcome may be a mish-mash of practices and tools inside and outside the HR department. While these processes work, by producing the results needed at the given time, you may be falling behind especially with the looming concern about coming under a regulatory audit or facing a lawsuit. So the next phase in automation will be to implement technology that works in more connected ways: 1. Making tools more accessible, intuitive, current, and secure Integrating recordkeeping processes to maintain consistency and achieve and sustain compliance Having user-driven tools that allow you to maintain control, check for, and prevent errors to produce accurate information Fostering collaboration, communication, and decision making between users in their specific roles Retaining data and scaling resources for increased data requirements Sharing information with stakeholders, decision makers, and regulatory authorities each in the most effective manner

2 Innovation Trends in Human Resources When looking at innovation in HR departments, the following trends are driving technology: The move towards web hosted applications The use of one major Affirmative Action Plan (AAP) dataset for multiple purposes The need for data and analyses to guide workforce planning The Move Towards Web hosted Applications Today, worries about security, the handling of sensitive information, reliability, and speed have mostly abated due to application functionality that now far surpasses old systems. The move towards web hosted applications, or SaaS (Software as a Service), continues because they offer the following benefits: No need for installation of software or subsequent upgrades All users have the same software version at the same time Upgrades can be released quickly Users can log in from anywhere User login credentials can be used to tailor functions or restrict access by work role Data resources are not restricted by on-site server or computer hardware capabilities Applications can be integrated with document management, online services, and out-of-the-box software products Audience-specific communications and reporting can be pushed from a central location for a set of integrated Having Data Serve Multiple Purposes Your organization s AAP requires the collection of a significant amount of data. Not only can plan data be pulled in from other sources, but one source of master data can be built and used for a full range of regulatory and internal purposes. Examples of what organizations are looking to achieve through automation include: Consolidate data collection efforts to key opportunities Make tracking or other information available in real time Export data from an applicant tracking system into AAP software Merge plan data results directly into the AAP narrative without word processing Produce EEO/VETS reporting from AAP data Meet state recordkeeping mandates that may overlap with, or differ from, federal requirements Maintain data quality control by having one source

3 Using Data to Guide Workforce Planning When an organization focuses on diversity, it fosters new ideas, creates a better understanding of customers and markets, and expands the pool from which to draw talented employees. By looking at objective data (for workforce demographics, adverse impact, salary, and the like), employers can enhance their workforce planning efforts.in this way, the data is not collected just for recordkeeping, but to guide company initiatives. Employers are looking to software tools that help them: Produce reports for internal communications that drill down into HR data deeper, or roll data up for a big picture view Perform pay analyses, both for compliance and market competitiveness, and design pay structures Run mock audits to be proactively prepared for an audit Analyze trends over time in improving the recruitment, advancement, and retention of a balanced workforce Use data collection and analytical features to develop diversity scorecards, guide goal attainment, and track Good Faith efforts Disseminate the above information through dashboards, information portals, and automated communications About Berkshire Associates BALANCEworks Suite The BALANCEworks suite from Berkshire contains all the tools needed for creating, monitoring, and managing a balanced workforce: Prepare Affirmative Action plans with BALANCEaap Manage job requisitions, job postings, applications, and hiring with BALANCEtrak (and export applicant data directly into BALANCEaap) Run detailed adverse impact analyses on personnel actions with BALANCEact (particularly on areas of concern identified by BALANCEaap) Examine salary equity, run factor-based pay analyses, and design salary structures with BALANCEpay (particularly on pay differentials highlighted by BALANCEaap) Disseminate AAP results, data, and metrics with the BALANCEhub SHARE System

4 Here are some additional BALANCEworks features that help users streamline their automation efforts: Unlimited number of users across an organization s locations Customizable interface Tools and permissions, defined by an organization s work roles Software updates when regulations change Training, Guide Me, and Help resources available right in the software Data integration and security Making the HR Professional s Life Easier Here are a few highlights of how Berkshire has applied automation enhancements to its software: BALANCEtrak One key client must have is integration of BALANCEtrak with Microsoft s Outlook. In BALANCEtrak, users can handle approval processes for job requisitions and job seekers directly through Outlook. Users can also set an Outlook reminder about an interview. Berkshire s developers have designed a system that parses job description documents for Web display. Simple to use, the uploading system only requires that any clear, initial Word layout be followed for all subsequent job descriptions. BALANCEaap For those who work with HR data, clean and consistent data records are a must for accurate, supportable results. BALANCEaap s data error and file consistency tools report on any issues found and allow for record-level or global corrections, as determined by the user. In addition to a thorough scan for missing or improper data entries, the file consistency check looks at correlations across data records in 11 critical areas to display where they do not match. Why rework your organization s AAP from year to year? With BALANCEaap, the narrative from the prior year s plan can be saved and adjusted, rather than starting from scratch. The user can also bring in the corporate logo, language, and contacts for use in the narrative, which is especially useful across multiple plans. BALANCEaap also allows the user to import settings from another plan, such as External Availability, reference tables, and drilldowns. BALANCEaap users also want compatibility with typical office software. Not only can data be imported from Microsoft Excel or Access, but data and reports can be exported in Microsoft Excel and Acrobat.

5 BALANCEhub Reach, the Good Faith Efforts Tracker Berkshire recently introduced a Good Faith Efforts tracker, called Reach. Fully integrated with BALANCEaap and part of BALANCEhub, this stand-alone tool allows you to collect and store information on recruiting sources and associated hiring data as your organization strives to meet its affirmative action placement goals. With Reach, you can build a bridge between your organization s recruiting processes and affirmative action requirements: Ensure GFEs are properly accounted for in your organization s AAP Evaluate recruiting sources for effectiveness, especially with regards to new regulations for Individuals with Disabilities and protected Veterans Use REACH reporting to communicate GFEs with internal audiences Use objective information to target your organization s efforts on the most effective recruiting methods and outreach sources Use objective information to target your organization s efforts on the most effective recruiting methods and outreach sources Reach tools are designed to provide your organization with compliance support in the data collection, evaluation, and reporting of Good Faith Efforts. System Tracking A key feature for both BALANCEtrak and BALANCEaap is system tracking, which provides a history, based on the function, about the status, actions, and users related to system activities. The user with proper permissions can also post history notes. Graphic Displays For automation to work, software has to engage the user. From the Job Posting page on a BALANCEtrak client s website to the BALANCEhub s Executive Dashboard, Berkshires software products offer a visual interface that sets our products apart from others. Some examples include: those with multiple locations will find an interactive map on the Dashboard, and those with various stakeholders requiring special data views can set Dashboard viewing permissions for available graphs, charts, and reports.

6 For more information on Berkshire s BALANCEworks suite, and how it can streamline your HR processes, please visit: or call Berkshire Associates Inc., Corporate Headquarters 8924 McGaw Court, Columbia, MD Phone: Fax: Web: Facebook: Twitter: LinkedIn:

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